UITTREKSEL UIT:

HANTAM MUNISIPALITEIT

NOTULE VAN ’N RAADSVERGADERING GEHOU OP WOENSDAG 30

OKTOBER 2019 OM 10H00 IN DIE RAADSAAL, KOMMANDO KANTORE, DORPSTRAAT,CALVINIA

TEENWOORDIG

Rdl. R.N. Swartz (Burgemeester) Rdl. K. Alexander Rdl. A.J.E. Claassen Rdl. H. De Wee Rdl. G.Gous Rdl. Rdl. J.H.N. Klaaste Rdl. J.E. Steenkamp Rdl. F.J. Sterkse AFWESIG MET VERSKONING Rdl. H.C. Steenkamp (Skriftelike Verskoning) Verskoning word deur die Voorsitter aanvaar. AMPTENARE Mnr. J.I. Swartz Munisipale Bestuurder Mnr. J.H. Langner Bestuurder: Begroting & Tesourie Mnr. R. Van Wyk Afdelingshoof: Tegnies Me. S. Felix Hoof: IDP/LED Me. M. Jooste Hoof: Interne Ouditeur Me. E. De Wet Afdelingshoof: Korporatiewe Dienste Me. J.C. Louw Admin Beampte: Komitees AFWESIG MET VERSKONING Me. L.C. Claasen (Skriftelike Verskoning) Verskoning word deur die Voorsitter aanvaar. Mnr. W.C. Jonker (Geen Verskoning) Mnr. J.R. Van Wyk (Geen Verskoning) Verskonings word nie deur die Voorsitter aanvaar nie.

R06/10-19 FINALE PRESTASIE EVALUERINGS VAN ARTIKEL 54A EN 56

SENIOR BESTUURDERS VIR FINANSIëLE JAAR 2018/2019 BESLUIT:

1. Dat die Raad kennis neem van die prestasie van die artikel 54A en 56 senior bestuurders soos geëvalueer volgens die finale prestasie evalueringsverslag vir die 2018/2019 finansiële jaar.

2. Dat die jaarlikse prestasie bonusse uitbetaal word aan senior

bestuurders nadat die jaarverslag aan die Raad voorgelê is. Voorstel: Rdl. F.J. Sterkse Sekondant: Rdl. K. Alexander

TABLE OF CONTENTS

INTRODUCTION ................................................................................................................................. 2

ASSESSMENT PANEL .......................................................................................................................... 2

EVALUATION PROCESS .................................................................................................................... 3

ASSESSMENT OUTCOMES ................................................................................................................ 5

CONCLUSION ...................................................................................................................................... 5

Hantam Municipality: Final 2018/19 Performance Reviews Report

pg. 2

INTRODUCTION

The Municipal Systems Act, 2000 (Act 32 of 2000) prescribes that the municipality must enter into a

performance based agreement with all s56 and s57-employees and that performance agreements

must be formally reviewed twice per annum. The performance agreements therefore establish the

performance relationship between the employer and the employee and require that the

performance of the employee needs to be evaluated at least twice per annum.

The evaluations for the 1st semester of the 2018/19 financial year were done on 19 March 2019.

With the Adjustments budget in February 2019, the Top Layer SDBIP was adjusted and therefore the

Annexure A’s of the applicable directors had to be adjusted accordingly.

The evaluations reported on in this report focussed on the final-year performance of the senior

management for the 2018/19 financial year. The evaluations focussed on the actual work delivered

in terms of the Annexure A of the performance agreement for the financial year ending 30 June

2019.

The performance of the following managers were evaluated:

Mr R van Wyk - Senior Manager: Technical and Community Services;

Mr W Jonker - Senior Manager: Finance and Corporate Services; and

Mr J Swartz – Municipal Manager

ASSESSMENT PANEL

For purposes of evaluating the performance of the employees, an evaluation panel constituted of

the following persons was established and the applicable persons attended the sessions as was

necessary for the different persons to be evaluated:

Cllr R Swartz, Mayor and responsible for Financial Services;

Cllr K Alexander, Portfolio Councillor for Corporate Services;

Cllr H de Wee Portfolio Councillor for Technical Services;

Cllr G Gous , Portfolio Councillor for community Services;

Mr J Swartz, Municipal Manager;

Mr A Titus, Chairperson of the Audit committee; and

Mr R Beukes, Municipal Manager of Kamiesberg Municipality.

Hantam Municipality: Final 2018/19 Performance Reviews Report

pg. 3

The role of the panel members can be summarised as follows:

The Municipal Manager were the primary evaluator of the performance of the senior

managers.

The Executive Mayor was primary evaluator of the performance of the Municipal Manager.

The Portfolio Councillors was the secondary evaluator of the performance of the senior

managers.

The Chairperson of the Audit Committee will report to the Committee and the Council on

the objectivity and the fairness of the process and the evaluations done.

The Municipal Manager from Kamiesberg Municipality observed the evaluation process and

added value with regard to benchmarking from own experiences.

EVALUATION PROCESS

The evaluation forms with the final 2018/19 SDBIP results and the CCR scores as were determined

during the midyear evaluation were distributed to the members of the committee beforehand. Each

employee prepared himself for evaluation purposes. Before the commencement of the evaluations

sessions, the panel was briefed with the legislative senior manager performance agreement and

evaluation processes and agreed on the process that will be followed.

During the evaluation for each employee:

The members and the employee were welcomed and the attendance of the panel members

confirmed.

As part of the approach to this evaluation, it was explained that the evaluation will focus on

the actual work delivered in terms of Annexure A of the performance agreement for the

period ending June 2019. The content and weighting of these indicators (KPI’s) and the

respective key performance areas (KPA) are documented in the Annexure A of each

agreement.

The scoring was done in terms of evidence provided and with mutual agreement of all

parties present.

The scoring was based on the following rating scale for operational KPI’s:

Rating Level Description

5 Outstanding Performance

Performance far exceeds the standard expected of an employee at this level. The appraisal indicates that the Employee has achieved above fully effective results against all performance criteria and indicators as specified in the PA and Performance plan and maintained this in all areas of responsibility throughout the year.

4 Performed significantly

Performance is significantly higher than the standard expected in the job. The appraisal indicates that the Employee has achieved above fully effective results against more than

Hantam Municipality: Final 2018/19 Performance Reviews Report

pg. 4

Rating Level Description

above expectations

half of the performance criteria and indicators and fully achieved all others throughout the year.

3 Fully effective Performance fully meets the standards expected in all areas of the job. The appraisal indicates that the Employee has fully achieved effective results against all significant performance criteria and indicators as specified in the PA and Performance Plan.

2 Performance

not fully effective

Performance is below the standard required for the job in key areas. Performance meets some of the standards expected for the job. The review/assessment indicates that the employee has achieved below fully effective results against more than half the key performance criteria and indicators as specified in the PA and Performance Plan.

1 Unacceptable performance

Performance does not meet the standard expected for the job. The review/assessment indicates that the employee has achieved below fully effective results against almost all of the performance criteria and indicators as specified in the PA and Performance Plan. The employee has failed to demonstrate the commitment or ability to bring performance up to the level expected in the job despite management efforts to encourage improvement.

The scoring was based on the following rating scale for the CCR’s:

Rating Level Description

1 Poor Do not apply the basic concepts and methods to proof a basic understanding of local government operations and requires extensive supervision and development interventions.

2 Basic Applies basic concepts, methods, and understanding of local government operations, but requires supervision and development intervention.

3 Competent Develops and applies more progressive concepts, methods and understanding. Plans and guides the work of others and executes progressive analysis.

4 Advanced Develops and applies complex concepts, methods and understanding. Effectively directs and leads a group and executes in-depth analysis.

5 Superior Has a comprehensive understanding of local government operations, critical in strategic shaping strategic direction and change, develops and applies comprehensive concepts and methods.

The approach was as follows:

Feedback on performance by the employee per KPI.

Questions from the panel

Discussion by the panel members

Scoring determined by mutual agreement

Hantam Municipality: Final 2018/19 Performance Reviews Report

pg. 5

ASSESSMENT OUTCOMES

The outcome of the final Performance Assessments is documented on the attached summary of the score

sheets. The final scores were derived from the score allocated to each key performance, multiplied by the

weight allocated to the respective indicator / group of indicators. All the final scores for each KPI and CCR were

added together and the total represents the overall rating and the outcome of the performance appraisal.

The final score for each of the employees evaluated is as indicated in the attached score sheets for the

following employees:

Mr Jan Swartz: Final Score: 87.00%. According to paragraph 11.3 of the signed performance

agreement, a performance bonus of 14% of total package should be paid once the draft

annual report for 2018/19 has been tabled to council, as prescribed by section 8 (1) of

Regulation 805.

Mr R van Wyk: Final Score: 81.40%. According to paragraph 11.3 of the signed performance

agreement, a performance bonus of 14% of total package should be paid once the draft

annual report for 2018/19 has been tabled to council, as prescribed by section 8 (1) of

Regulation 805.

Mr W Jonker: Final Score: 84.60%. According to paragraph 11.3 of the signed performance

agreement, a bonus of 14% of total package should be paid once the draft annual report for

2018/19 has been tabled to council, as prescribed by section 8 (1) of Regulation 805.

CONCLUSION

1. The senior managers must ensure that sufficient POE is available for audit purposes of all the

actual results.

2. Senior managers must ensure that all KPI’s on the SDBIP system are updated on a monthly

basis to avoid audit challenges.

**********